ADMINISTRATIVE ASSISTANT II - 64055351

Requisition No: 856434 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64055351

 Pay Plan: Career Service

Position Number: 64055351 

Salary:  $60,000 - $65,000 

Posting Closing Date: 07/25/2025 

Total Compensation Estimator Tool

Florida Department of Health

Division of Disease Control and Health Protection

Director's Office

State Personnel System

Salary: $60,000 - $65,000

This is State Personnel System Opportunity: Applications and/or resumes will be accepted only from applicants currently employed with any state agency. This includes applicants employed in OPS, CS, SES, and SMS positions. Applications and/or resumes will not be accepted from outside of the State Personnel System

Your Specific Responsibilities:

This position works independently assisting management in the coordination of administrative tasks and /or assignments which are complex in nature for the Bureau of Communicable Diseases. This position must maintain a broad knowledge of the various operational and programmatic activities of the bureau. This position is the liaison for the administrative and support staff within the bureau and may conduct meetings of those staff. The positions reports to the Chief of the Bureau of Communicable Diseases.

Receives and reviews all correspondence submitted for signature or review by the Bureau Chief’s Office. Sorts and distributes all incoming mail for Bureau. Uses independent judgement to ensure all policies and procedures are followed, and that content and quality are appropriate and meet Department branding guidance. Notice policies and procedures to owners and provide a monthly report to Bureau Chief to track timely updates. Tracks and requests status/updates for DCCD grants. Tracks and assists with bureau performanace management activities when needed. Serves on the Workforce Development Workgroup. 

Coordinates and maintains tracking of all assignments for Bureau of Communicable Diseases from within the Division of Disease Control & Health Protection, as well as those from the Deputy Secretary for Health, other internal offices or the Governor's Office.  Ensures assignments are completed timely and informs Bureau Chief of delays as needed.  Works closely with the Division when tracking assignments or correspondance. Follows up on assignments given to sections within the Bureau and periodically notifies Bureau Chief of status. Requests, tracks and forwards required weekly submissions to Division. Maintains record of submissions. Also requests, complies and tracks entries for event feedback tracker, community involvement and summary of quarterly publications.

Responsible for making travel arrangements for staff within the Bureau Chief’s Office and others as needed. Prepares travel information through the DOH system and maintains files for travelers within the office. Makes travel arrangements as requested by office staff, including but not limited to, airfare, car rental, hotel reservations and conference registrations.

Oversees and assures Bureau level compliance with the administrative expectations across key operational systems such as WORKS, STMS, WORKFLOW, Corrflow, assuring compliance with federal and state laws...  Assist Bureau Chief in establishing, implementing, and analyzing processes to meet/exceed administrative metrics and performance as reflected on such tools as the monthly Administrative Snapshot. . Lead for Bureau in terms of effective adminstative processes and adaptions of processes to changes in agency policy and procedures.   

Assist management in the preparation of legislative budget actions, expenditure reports, financial audits, and financial projections.
Reviews allocation memos, and Schedule C letters for assigned program, as well as review summary allocations,
methodology, and detail report for the Schedule C. Assist with monitoring the funding allocated to CHDs including review of the reimbursement report and notifies program managers of the award balance, participate in spending plan meetings and report deficiencies in the allocations regarding funding.

Responsible for the training of all administrative staff within the Bureau, holds meetings and trainings as needed and required. Provides administrative support, back-up and training for other programs/offices as requested.  Is the Bureau lead representative on the workflow development workgroup. Disseminates information on workflow updates and provides training and support for the routing of documents through workflow and corrflow to all administrative staff within the Bureau. Uploads and posts DCCD updated and new procedures to SharePoint. Keeps bureau support staff abreast of new or additional requirements of the department.

Serves as bureau lead point of contact for Safety, Information Security/HIPAA and Continuity of Operations Planning (COOP.) Attends and convenes relevant meetings on these issues. Ensures office and bureau compliance with related policies and procedures at the direction of the division coordinator. Communicates updates to all staff and/or Bureau Chief as needed. Completes any assessments (e.g. annual risk assessment) and compiles any necessary contact information (e.g. COOP calling tree, floor warden lists for fie drills) timely. Coordinates with management to complete incident reporting according to Department procedures. Retrieves visitors from the reception area and escorts them to Bureau Chief.

Performs other duties as required.

Required Knowledge, Skills, and Abilities:

• Knowledge of accounting and auditing principles and procedures.
• Knowledge of budget planning and preparation techniques.
• Knowledge of the methods of reviewing, verifying, and analyzing financial data.
• Knowledge of basic mathematics.
• Knowledge of the methods of data collection and analysis.
• Knowledge of the legislative budget process including applicable laws, statutes, rules, and regulations.
• Knowledge of state Budget Entities, Fund IDs and state Account Codes.
• Ability to provide budgetary analysis and interpretations of allocations to the operating divisions.
• Ability to provide technical assistance relating to the budget development and control.
• Ability to develop and recommend budgetary revisions.
• Ability to understand and apply laws, rules, regulations, policies, and procedures.
• Knowledge of spelling and grammar, editing skills
• Ability to communicate effectively.
• Ability to work indecently and as part of a team, have excellent organizational skills.
• Ability to think critically.
• Knowledge of Grant Application Process and Management of Contracts
• Knowledge of Microsoft office programs (Word, Excel, PowerPoint, SharePoint), strong coordination skills

Qualifications:
Minimum - 3 years of experince

Preferred -Florida Certified Contract Management certification

Florida Department of Health Mission, Vision, and Values: 

Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.
Vision:
To be the Healthiest State in the Nation.
Values:
I nnovation: We search for creative solutions and manage resources wisely.
C ollaboration: We use teamwork to achieve common goals & solve problems.
A ccountability: We perform with integrity & respect.
R esponsiveness: We achieve our mission by serving our customers & engaging our partners.
E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Tallahassee

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:
•    Annual and Sick Leave benefits;
•    Nine paid holidays and one Personal Holiday each year;
•    State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
•    Retirement plan options, including employer contributions
(For more information, please click www.myfrs.com);
•    Flexible Spending Accounts;
•    Tuition waivers;
•    And more!
For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  
 
This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions. 
 
Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 
 
If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.  Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 
 
The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.  E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.   
 
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  
 
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 
 
Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. 
 
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. 
 
Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.